SENIOR EXECUTIVE COORDINATOR TO THE GOVERNOR GENERAL at ASSIST Office Support Services LLC

Kingston, , Jamaica -

Full Time

Start Date

Immediate

Expiry Date

23 Aug, 26

Salary

8517586.0

Posted On

25 May, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Office Management, Executive Coordination, Protocol Management, Staff Supervision, Strategic Planning, Budgeting, Confidentiality, Stakeholder Coordination, Microsoft Office Suite, Report Writing, Event Coordination, Public Relations, Administrative Control, Records Management, Customer Service, Communication

Industry

Description

JOB TITLE: Senior Executive Coordinator to The Governor-General JOB GRADE: GMG/SEG 4 REPORTS TO: Deputy Governor-General’s Secretary – Private RELATES TO: Aide-de-Camp to the Governor-General, Special Advisor to the Governor-General,Senior Executives MANAGES: Private Secretary to the Governor-General (1) Executive Secretary (1) Private Secretary to Her Excellency (1) DEPARTMENT: Private Establishment UNIT: The Executive Office JOB SUMMARY The Senior Executive Coordinator to the Governor-General establishes policies and procedures and oversees the efficient functioning of the Governor-General’s Executive Office. The incumbent exercises managerial and administrative control over the Executive Office and provides critical support for the execution of the constitutional, legislative, ceremonial, social, and related administrative duties of the Office. This includes, but is not limited to, support for Swearing-in Ceremonies, Royal and State Visits, Diplomatic Luncheons and Dinners, International Engagements, In-Audiences, Meetings, Courtesy Calls, Tours, and a wide range of executive, administrative, and office support activities. The post requires the exercise of a high degree of confidentiality, discretion, sound judgement, responsiveness, and professionalism in managing sensitive information, coordinating internal and external stakeholders, supervising staff, and ensuring the seamless administration of the Executive Office. The incumbent seeks to achieve the job purpose by embracing, demonstrating, and contributing to the Vision of the Office of the Governor-General and Staff: “A culture of excellence through people, performance and partnerships.” KEY OUTPUTS Ceremonial and social functions coordinated Programme coordination and outreach requests managed Technical and administrative advice provided Research conducted and analysed External requests for information managed Internal and external communications managed Executive Office staff managed and supervised Red Box operations managed Social and Farm Funds administered and monitored Standard Operating Procedures reviewed, developed, and updated Annual, quarterly, monthly, and periodic reports prepared Operational and procurement plans and budgets developed Individual and operational work plans developed and monitored Confidential and classified records safeguarded Executive Office systems and processes maintained KEY RESPONSIBILITIES Technical/Professional Responsibilities Provides efficient and effective technical, managerial, and administrative support for the operations of the Executive Office. Leads the development, maintenance, and continuous improvement of robust internal and external communication systems to ensure timely, accurate, and professional responses to correspondence and enquiries. Oversees the scheduling of official and private appointments for the Governor-General as directed and ensures that the relevant parties are informed and coordinated. Maintains the Governor-General’s desk diaries and ensures that appropriate reminders, briefing notes, files, and supporting documents are prepared and presented in a timely manner. Oversees arrangements for the Governor-General’s meetings and liaises with Ministries, High Commissions, Embassies, international organisations, and other entities as required. Provides escort duties for visitors to the Governor-General in the absence of the Aide-de-Camp. Oversees the operations of the Engagements Committee in the capacity of designated Chair. Coordinates the meetings of the Engagements Committee, prepares or oversees the preparation of correspondence and recommendations arising therefrom, and ensures that the decisions and outputs of the Committee are properly executed. Serves as a member of the Public Relations Committee and contributes to the planning and coordination of relevant activities. Manages all requirements for the Governor-General’s overseas travel, including travel bookings, itinerary coordination, preparation of documentation for per diem and related entitlements, liaison with local and overseas Ministries, Departments and Agencies, protocol coordination, and arrangements for accommodation and other logistics. Maintains the Governor-General’s personal contact and guest lists and ensures that the information is current, accurate, and appropriately controlled. Ensures the accurate preparation of meeting notes, transcriptions, minutes, decisions, and recommendations and their timely circulation to relevant stakeholders where required. Monitors the Governor-General’s Tax Administration Jamaica web account, including the processing of quotations and invoices for zero-rating purposes as required. Oversees the efficient and effective operation of the Red Box, liaising with relevant staff to ensure the timely movement, processing, recording, and return of correspondence and other documentation to and from His Excellency. Administers and monitors the operations of the Governor-General’s Social Fund and Farm Funds in collaboration with the established Committees and ensures that the required records, submissions, and follow-up actions are maintained. Manages the safeguarding, custody, and control of classified, confidential, and sensitive materials, including Cabinet Papers, and ensures their handling, retention, and periodic shredding in accordance with applicable requirements. Prepares annual and periodic Operational and Procurement plans and related requests to support the efficient operation of the Executive Office, in keeping with approved processes and requirements. Reviews, updates, and develops Standard Operating Procedures and related administrative systems for the Executive Office. Acts as signatory to routine letters and correspondence as instructed by the Governor-General or otherwise authorised. Management/Administrative Responsibilities Develops operational plans and Individual Work Plans in alignment with the overall strategic and operational priorities of the Office of the Governor-General. Prepares reports for the Governor-General and other relevant stakeholders on matters relating to the Executive Office. Organises and directs workflow within the Executive Office to ensure the effective execution of duties and timely completion of assignments. Represents the Office of the Governor-General at meetings, conferences, workshops, seminars, and other engagements as required. Maintains and promotes customer service principles, standards, and performance measures in the delivery of Executive Office services. Ensures the effective administration, monitoring, and continuous improvement of systems, records, procedures, and service delivery within the Executive Office. Human Resources Responsibilities Contributes to and maintains a system that fosters teamwork, employee empowerment, accountability, and commitment to the organisation’s goals. Conducts job-specific orientation for direct reports. Conducts performance appraisals for direct reports in accordance with established policies and timelines. Participates in the recruitment and selection of staff for the Executive Office. Coaches, mentors, and supports the professional development of direct reports. Recommends leave and provides administrative guidance to direct reports in keeping with delegated authority and established procedures. Other Responsibilities Attends social and community events as required and provides support before and during events. Assists with ushering guests at events as required. Provides support for the preparation of invitations to events at King’s House. Performs any other related duties and functions that may be assigned from time to time. PERFORMANCE STANDARDS Ceremonial and social functions are coordinated in accordance with established standards and timelines. Programme coordination and outreach requests are managed effectively and in keeping with approved guidelines. Technical and administrative advice provided is accurate, timely, practical, and aligned with established standards. Research is evidence-based, relevant, and analysed in keeping with established standards and timeframes. External requests for information are addressed accurately, professionally, and within agreed timelines. Internal and external communications are managed efficiently, effectively, and with due regard to protocol and confidentiality. Executive Office staff are effectively supervised and managed in accordance with human resource policies and procedures. Red Box operations are managed accurately, confidentially, and within established timelines. Social and Farm Fund-related records, coordination, and follow-up actions are maintained efficiently and effectively. Standard Operating Procedures are reviewed, updated, developed, and implemented in accordance with operational requirements. Operational and procurement plans are prepared accurately, in a timely manner, and in keeping with approved standards and requirements. Operational and Individual Work Plans are developed, monitored, and maintained in conformity with established standards and within agreed timeframes. Annual, quarterly, monthly, accounting, and performance reports are prepared accurately, in the required format, and within established timelines. Classified, confidential, and sensitive materials are safeguarded and handled in accordance with applicable rules and procedures. Professionalism, integrity, confidentiality, and sound judgment are consistently demonstrated in the performance of duties and in interaction with staff and stakeholders. INTERNAL AND EXTERNAL CONTACTS Internal Contacts (required for the achievement of the position objectives) Contact (Title) and Purpose of Communication 1. Governor General Receive strategic guidance, provide information and advice, and support the execution of official matters 2. Governor-General’s Secretary Provide updates on significant Executive Office matters, facilitate organisational coordination, and ensure that matters requiring wider institutional awareness, decision, or intervention are appropriately brought to attention. 3. Aide-de-Camp to the Governor-General Coordinate official engagements, protocol arrangements, briefing requirements, and related support for the Governor-General’s programme. 4. Special Advisor to the Governor-General Facilitate the flow of information and coordinate briefings, correspondence, meetings, and follow-up on matters requiring the Governor-General’s attention. 5. Deputy Governor-General’s Secretary – Private Receive administrative direction, provide updates on Executive Office matters, and ensure alignment with the administrative and managerial requirements of the Private Establishment. 6. Senior Executives Exchange information, coordinate activities, and facilitate executive and operational matters Direct Reports Supervise, guide, delegate, monitor performance, and exchange information External Contacts (required for the achievement of the position objectives) Contact (Title) and Purpose of Communication 1. Ministries/Departments/Agencies Exchange information and coordinate official matters 2. Contractors, suppliers and providers of services Exchange information and follow up on service and administrative matters 3. Other Stakeholders, example: Banks, Doctors, NGOs. Exchange information and follow up on service and administrative matters 4. High Commissions, Embassies, international organisations, and members of the diplomatic corps Exchange information and coordinate protocol and official engagements AUTHORITY Access confidential, classified, and sensitive information relevant to the post Accord priority status to incoming correspondence and matters requiring urgent attention Organise, direct, and monitor workflow within the Executive Office Recommend leave for direct reports in keeping with delegated authority Make recommendations to improve the efficiency and effectiveness of the Executive Office Sign routine correspondence as authorised Enforce compliance with approved procedures, systems, and standards within the Executive Office REQUIRED COMPETENCIES Core Confidentiality, commitment, and integrity in the execution of duties Excellent oral communication Excellent written communication Excellent customer and client engagement skills Excellent teamwork and cooperation Sound judgement and discretion Strong organisational and coordination skills Ability to work under pressure and meet deadlines Technical Proficiency in Microsoft Office Suite and other programme applications relevant to assigned responsibilities Working knowledge of statutes, legislation, regulations, policies, and procedures that guide the operations of the Office of the Governor-General Sound knowledge of office management and administrative procedures and practices Ability to compose correspondence, reports, recommendations, and administrative documents High level of initiative and self-motivation Knowledge of protocol requirements relevant to the Office Ability to supervise staff and manage workflow effectively MINIMUM REQUIRED EDUCATION AND EXPERIENCE Postgraduate degree in Office Administration, Management Studies, Public/Business Administration, or related social sciences; Five (5) years’ experience in an Office Management environment. OR Undergraduate degree in Office Administration, Management Studies, Public/Business Administration, or related social sciences; Eight (8) years’ experience in an Office Management environment. SPECIAL CONDITIONS ASSOCIATED WITH THE JOB Work is performed in an office environment outfitted with standard office equipment and specialised software. The job may require long hours, work on weekends and public holidays, and filling in for absent employees at short notice. The environment is fast-paced and requires interaction with critical stakeholders and the ability to work under pressure while meeting tight deadlines. The incumbent may be required to travel locally and internationally to attend conferences, seminars, meetings, and other official engagements.

Responsibilities

Oversees the efficient functioning of the Governor-General’s Executive Office, managing administrative control and providing critical support for constitutional and ceremonial duties. This includes coordinating high-level events, managing staff, and ensuring the seamless administration of the office's operations.